Event Coordinator

Job Locations US-FL-Doral
ID
2021-1356
Category
Marketing & Communication
Type
Full-Time

Company Overview

A vibrant company culture founded on the pillars of family, gratitude, and service. A portfolio of international brands dedicated to innovation in the personal beauty industry. A diverse team of talented professionals, united in their vision of achievement and growth. Welcome to Alcora.
 
Built upon the foundation of four brands united in purpose—L’EUDINE Global, MONAT, Project Beauty and B&R Products, Inc.—Alcora is perfectly positioned to lead the beauty and wellness industries in Latin America, North America, and beyond for decades to come. With its headquarters and manufacturing facilities located in the spectacular city of Miami, Alcora boasts an energetic, exciting corporate culture and a family of passionate professionals who thrive on the pursuit of excellence.

Job Summary

The Event Coordinator is responsible for assisting Event Manager with meeting organization, vendor sourcing and negotiation, and all aspects of event logistics. The ideal candidate will have considerable experience coordinating large scale conferences and events. They will possess exceptional organizational skills and will provide the utmost customer service to internal and external customers.

Responsibilities

 

  • Work with the marketing department and the Event Manager to determine appropriate event dates, locations, timelines, formats and venues.
  • Adhere to all deadlines, turnaround timelines & compliance requirements.
  • Available for travel to site inspections and events as required.
  • Manage hotel communication and rooming list submission.
  • Review contracts for meetings as assigned.
  • Provide timely and accurate data on events as assigned.
  • Conduct post-event surveys for meetings as assigned.
  • Collaborate with Marketing & Creative Services Department to generate custom graphics and adhere to firm and event branding standards.
  • Determine and arrange detailed engagement logistical needs.
  • Oversee event vendors and travel coordination as assigned.
  • Coordinate with hotel event staff for set-up of all meeting space needs and create specialized menus.
  • Research, negotiate costs, design, and track delivery of all promotional goods and items for recognition, and prepare them for presentations.
  • Present and inform all details of conference to staff and guests, and secure all needs including rehearsals, meal schedules and room reservations.
  • Coordination of project timelines.
  • Maintain the highest level of quality, professionalism and integrity.
  • Review vendor invoices for accuracy.
  • Update budgets as necessary in conjunction with the Event Manager during planning process.
  • Communicate budgetary information to the Event Manager.
  • Proactively seek out process improvements.
  • Facilitate Corporate Compliance policies for event communication.
  • Assume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position or as requested.
  • Should be able to work nights and/or weekends periodically, as events necessitate.

Qualifications

 

  • AA degree in Hospitality, Marketing, Business, or Communications preferred.
  • Minimum three years' experience coordinating large-scale events in a corporate environment.
  • Minimum of two years' experience managing outside vendors, sourcing and negotiating contract services.
  • Experience managing budgets required.
  • Expert with traditional MS software in PC environment, seamless collaboration with Teams, Slack, shared docs, etc. , spreadsheet wizardry, and mobile tech friendly.
  • Organization is in your DNA! If you alphabetize your pantry or color code anything, we get it!
  • You posses a spirit of service and seek professional satisfaction in a supporting role.
  • Proficiency with event software a plus (CVENT, Passkey, and Crowd Compass).
  • Ability to coordinate multiple projects and competing priorities simultaneously without a decrease in effectiveness.
  • Exceptional communication skills both verbal and written.
  • Must be a good listener with the capability to give and receive feedback, establish trust and rapport, see the "big picture,” and be able to work in a team environment.
  • Knowledge of hotel, travel, or conference industries.
  • Must be able to travel as needed; up to 20%.
  • Knowledge of direct sales industry a plus, but not required.
  • Multilingual a plus, but not required.
  • Comfortable in fast-paced office environment.
  • Rapidly adaptable to changes in daily scope without impact on customer service level.